How to Check for Pending Cases in Philippine Police Records

A practical‑legal guide as of mid‑2025

1. Why You May Need to Verify Pending Cases

Employment and immigration requirements – Many employers, embassies and recruitment agencies insist on proof that an applicant has no ongoing criminal case.
Government licensing and permits – Firearms licensing, security‑guard licensing, public‑office appointments, etc.
Due‑diligence or litigation – Lawyers often confirm a client’s exposure before filing actions or settling disputes.

Definition. In Philippine practice a “pending case” usually means a criminal complaint or Information that has not yet been finally terminated (dismissal, acquittal, conviction with sentence served, or archive) in either (a) the prosecutor’s level or (b) trial or appellate courts. Police “derogatory records” or “hits” broadly cover pending cases plus outstanding warrants, watch‑list orders, and sometimes blotter entries.

2. Record Systems That Can Show Pending Cases

Record System	What It Contains	Typical Access Route
PNP National Police Clearance System (NPCS) – maintained by the PNP Directorate for Investigation & Detective Management (DIDM)	Police blotter data, arrest records, warrants (shared by courts), derogatory listings (“watch list”)	Online appointment PNPClearance.ph → personal appearance at an “Issuing Police Station”
NBI Clearance System	Consolidated national database of court‑filed criminal cases, prosecutor‑level complaints, Interpol notices, immigration watch‑lists	Online appointment clearance.nbi.gov.ph → personal appearance at NBI center
Office of the City/Provincial Prosecutor (OCP/OPP) Case Docket	Complaints undergoing preliminary investigation or inquest	Walk‑in request for “Certificate of No Pending Case / Pending Charge”
Courts (RTC, MTCC/MCTC, MTC, Sandiganbayan, CTA) – eCourt and manual ledgers	All criminal Informations once filed, and status (arraigned, trial, archived, promulgated, etc.)	Court Clearance or Certificate of Case Status from the Clerk of Court
Local Police Station Blotter	Raw incident reports and barangay arrests that may not have reached prosecutor	Blotter Certificate from the Desk Officer
Barangay Justice System (Lupong Tagapamayapa)	Mediated complaints (often prerequisite for minor offenses)	Barangay Clearance or certification of no pending barangay case

No single public website will let a private individual search every database at once. Each agency issues its own clearance/certification or grants access under specific rules.

3. Governing Law and Policy

Revised Penal Code & special penal laws – define offenses that create criminal liability.
Rules of Criminal Procedure (2017 amendments) – outline docketing, warrant issuance, and archiving.
Data Privacy Act of 2012 (RA 10173) – personal data (including criminal history) may be processed only with consent, by authority of law, or for legitimate law‑enforcement purpose.
Executive Order No. 2 (2016) – Freedom of Information (FOI) in the Executive Branch; PNP FOI Manual allows the subject or authorized third parties to request clearance data but shields ongoing investigative details.
PNP Memorandum Circular 2018‑027 – “Revised Guidelines in the Issuance of National Police Clearance.”
NBI Administrative Order No. 35 (2020) – streamlines e‑payment and multi‑purpose clearance.
BSP, SEC and DOLE regulations – often require clearances for banking officers, corporate directors, OFWs, etc.

4. Step‑by‑Step Procedures

4.1 National Police Clearance

Create an online account at www.pnpclearance.ph, encode personal data exactly as in your valid ID/passport.
Set an appointment at your preferred police station, pay the ₱160 fee via LandBank/GCash/7‑Eleven.
Appear in person with any one government‑issued ID, cedula (community tax certificate) and reference number. Biometrics and live photo are captured.
Wait for record check (real‑time query to NPCS, E‑Warrant, E‑Blotter).
- No Hit → clearance printed in minutes.
- HIT → verification unit contacts originating unit/court (takes 5–15 working days).
Receive printed clearance (QR‑coded, valid for 6 months).

Scope. The NPCS shows warrants and police derogatory information; it may not list a complaint still with the prosecutor if no warrant exists.

4.2 NBI Clearance

Register at clearance.nbi.gov.ph, schedule and pay (₱130 + e‑payment fee).
Biometrics/photo capture at any NBI clearance center.
Database search against courts, prosecutors, Interpol & immigration watch lists.
- No Hit → same‑day release.
- HIT → Quality Control Interview; applicant must present proof of identity and, if available, court orders dismissing old cases. Processing usually 3–8 working days.

4.3 Certificate of No Pending Case from Prosecutor’s Office

File a written request (sometimes on a standard form) stating purpose and complete personal details.
Attach a photocopy of government ID and pay certification fee (₱50–₱100).
Prosecutor’s Records Officer searches the docket (manual logbook or NPS Case Management System).
Certificate released in 1–3 days if no pending complaint; otherwise a “With Pending Case” certification is issued.

4.4 Court Clearance / Certificate of Case Status

Municipal/Metropolitan/Regional Trial Courts – Personal appearance at the Office of the Clerk of Court; present ID, pay clearance fee (varies ₱50–₱200).
eCourt‑enabled branches (Metro Manila, Davao, Baguio, Angeles, etc.) – clerk searches the eCourt portal and prints certification.
Certificate of Finality / Dismissal – if the case exists but was dismissed, secure the finality certificate or certified true copy of the dismissal order to clear your record.

4.5 Local Police Blotter & Barangay Clearance

Barangay clearance is often a pre‑requirement for police clearance.
Desk Officer may issue a Certification of No Pending Blotter Entry for local employers or gun‑license applicants.

5. Understanding Hits, Derogatory Records and the Verification Process

Scenario	What It Means	How to Clear
“HIT” in NBI	A database match on name & birth date. Could be a namesake or an old dismissed case.	Submit fingerprints, await verification; furnish proof of case dismissal if applicable.
Outstanding Warrant (NPCS/NBI)	Court has issued warrant and uploaded to E‑Warrant.	Surrender or recall warrant through counsel; NPCS cannot release clearance until warrant is lifted.
Pending Complaint in Prosecutor	Preliminary investigation/inquest is ongoing.	Comply with subpoena; if dismissed, get a Resolution and Certificate of Finality, then present to NBI/PNP.
Archived/Quashed Case	Case dormant; warrant may still exist.	File motion to revive or dismiss, or to quash warrant; obtain court order.

6. Special Situations & Practical Tips

Employers & Data‑Privacy Compliance – An employer may only process police or NBI clearances with the applicant’s consent and must store them securely (NPC PHE Bulletin No. 2021‑001).
Foreign Nationals – Must appear personally for NBI clearance; if abroad, secure an NBI Form No. 5 from the Philippine embassy, have fingerprints taken by local police, and mail to the NBI‑MABS, Manila.
OFWs Applying Abroad – POEA accepts NBI clearances issued within 1 year; some agencies also require local police clearance.
Minors – Parent/guardian accompanies; PNP may issue clearance but most minors simply secure Barangay & Police Certificates for school/employment.
Digital Court Portals – SC’s Judiciary Case Management Information System (JCMIS) and Case Status Inquiry site allow limited public lookup by case number, not by individual name, so they are of little use for broad name‑based searches.
Timelines & Fees (typical metro rates, 2025)
- Police Clearance – ₱160, 30 minutes to 7 days
- NBI Multi‑Purpose Clearance – ₱130, same day to 8 days
- Prosecutor’s Certificate – ₱50–₱100, 1–3 days
- Court Clearance – ₱50–₱200, same day

7. Remedies for Erroneous or Out‑of‑Date Records

Secure Certified Orders – If your case was dismissed, ask the court for a certified true copy of (a) the Order of Dismissal and (b) Certificate of Finality.
Request Record Update – Present those orders to the NBI Quality Control Division and the issuing police station to purge the derogatory entry.
Data Privacy Complaint – Under RA 10173 you may file a complaint before the NPC if an agency refuses to correct or delete inaccurate data.
Petition to Lift Hold‑Departure/Watch‑List – File motion in the issuing court or with DOJ Travel Control Committee.

8. Frequently Asked Questions

Question	Short Answer
Can I check someone else’s pending cases online?	Generally no. Police and NBI databases are not publicly searchable; they release clearances only to the subject or with a notarized SPA and valid ID of both parties.
Does a pending civil case appear in police records?	No. Police/NBI track criminal matters only. Civil and administrative cases require separate court or agency clearances.
How long does a “HIT” verification take?	Average 3–5 working days (police) or 5–8 days (NBI), but can stretch if the originating court is in a remote area.
What if my name is very common?	Provide middle name, birthdate and fingerprints; police use Automated Fingerprint Identification System (AFIS) to rule out namesakes.
Is the clearance valid abroad?	Many foreign consulates accept NBI Clearance; some require an Apostille from the DFA. Police clearance is usually for local use.

9. Key Takeaways

Multiple databases exist – No single search covers everything, so serious due diligence means checking police, NBI, prosecutor and court levels.
Online appointment does not equal online search – You still need to appear in person because biometrics and live photo remain mandatory.
Data‑privacy safeguards restrict who can access your criminal history; agencies must rely on your consent or statutory authority.
“HIT” is not automatic guilt – Most false positives resolve with documentary proof.
Keep your dismissal orders – They are your fastest way to clear errant entries and avoid repeat verification delays.

10. Disclaimer

This article provides a general overview as of July 2025 and is not a substitute for formal legal advice. Procedures and fees may change through new circulars or local policies; always verify with the Philippine National Police, National Bureau of Investigation, the Department of Justice, or the court concerned before acting.

How to Check for Pending Cases in Philippine Police Records